Chris Keene

REDEFINING THE

INSTITUTIONAL

REPOSITORY

What; that name; how; software; beginnings; early problems

CHAPTER ONE : A BRIEF HISTORY OF THE

INSTITUTIONAL REPOSITORY

CHAPTER TWO : THE PUBLICATION STORE

CHAPTER THREE : THE HAVES AND THE HAVE

NOTSCHAPTER FOUR: FUNDERS, MANDATES AND

COMPLIANCE

RCUK, Horizon 2020, Wellcome/COAF, Post-2104 REF; data; the

challenges

CHAPTER FIVE: HELP ON THE HORIZON

DISCLAIMER

CHAPTER ONE : A BRIEF HISTORY OF

THE INSTITUTIONAL REPOSITORY

“A University’s Research Outputs freely available on the web”

- me

WHAT IS AN INSTITUTIONAL

REPOSITORY?

Someone has to add each research output to the IR.

Depending who the above, someone will need to check the

copyright of the full text output, and check the metadata.

WHAT DOES IT INVOLVE?

2001 : Budapest Open Access Initiative

2007 : general adoption of IRs

A BRIEF HISTORY

PROBLEM OPPORTUNITY :

ENGAGEMENT

Win win?

ENGAGEMENT

CHAPTER TWO : THE PUBLICATION

STORE

Teaching

THE UNIVERSITY

Research

X number of students

leave with a degree

Some research.

Somewhere

?

Academic Web profiles

CVs

RAE 2008

Funding bids

Research Group websites

Faculty/School needs

Performance / Reviews.

THE PUBLICATION STORE

Title :

Authors :

Date :

Journal :

Title :

Authors :

Date :

Journal :

Title :

Authors :

Date :

Journal :

Title :

Authors :

Date :

Journal :

Title :

Authors :

Date :

Journal :

Title :

Authors :

Date :

Journal :

Title :

Authors :

Date :

Journal :

The central place for holding and providing research outputs

THE PUBLICATION STORE

But still not very complete

But by how much?

Salo, Dorothea. "Innkeeper at the

Roach Motel." Library Trends 57:2 (Fall

2008).

http://minds.wisconsin.edu/handle/1793/22088

CHAPTER THREE : THE HAVES AND

THE HAVE NOTS

THE CRIS

The Haves

A CRIS and other systems which

manage publications and research.

Will choose the most appropriate

system for storing information.

Other systems often already link

outputs to projects, departments

and people.

CRIS often provide easy way to

add research (harvesting from WoS

and Scopus)

Feed in to the IR

Have Nots

Only the IR for holding research

outputs.

Need the IR to adapt to meet all

metadata and process needs

around publications. REF, Funders.

Need to link outputs to funded

projects.

IR needs to do things it was not

designed to do.

CHAPTER FOUR: FUNDERS,

MANDATES AND COMPLIANCE

THE FINCH REPORT

“The 'Finch' report - Dame Janet Finch chaired an independent working

group on open access. The group's report, published in June 2012, supported

the case for open access publishing through a balanced programme of

action.

The report recognised the need for different channels to communicate

research results, but recommended support for the 'gold' route in particular.”

http://www.hefce.ac.uk/whatwedo/rsrch/rinfrastruct/oa/oa/

THE FINCH REPORT

“Government - The Government accepted all recommendations in the Finch

report. In its formal response it has asked the four UK higher education

funding bodies and the Research Councils to put the recommendations into

practice by working with universities, the research and publishing

communities. “

http://www.hefce.ac.uk/whatwedo/rsrch/rinfrastruct/oa/oa/

IMPLEMENTING RCUK OA POLICY

• How to turn RCUK policy into a University Policy and procedure?

• How to allocate the funds? (if any)

• How to track and monitor, in particular so we can report our compliance

back?

• And how to disseminate all those to researchers?

• Who allocates? Who authorises? Who checks? Who reports? Who

disseminates? Who supports? (who decides all these?)

• What data to collect, and where to store it?

First attempt to map out the decision for green/gold

• The number of peer‐reviewed research papers arising from research council funded research that have been published by researchers within that institution.

• Of these research council funded papers, the number that are compliant with the RCUK policy on Open Access by:

• a. The gold route

• b. The green route.

• And the number which have been published in a journal which is not compliant with the RCUK policy on Open Access.

http://www.rcuk.ac.uk/RCUK-prod/assets/documents/documents/ComplianceMonitoring.pdf

Target 45% compliance in the first year

COMPLIANCE REPORTING

ONE: ACADEMICS

CONTACT US

DURING

PUBLICATION

Normally a little later than we’d like.

Sometimes already committed to Gold

New world for academics, library,

publishers and finance systems

TWO: SEARCHING

FOR SUSSEX

RCUK- FUNDED

WORK

Used Scopus and other databases to

search for PI at Sussex who have

recently published.

If output was from funded research:

Either retrospectively make it green if

possible.

Or at least we know it exists and is

non-compliant (crucial for reporting)

Time intensive

• Europe Horizon 2020

• Wellcome Trust

• Charities Open Access Fund (COAF)

• All with different requirements

• And then we have…

Mandates : like buses

RCUK is not alone.

Aka REF2020

POST-2014 REF

Journal articles and conference papers submitted to the REF 2020 with an acceptance date of 1 April 2016 or later will have to

be available as Open Access with a maximum embargo date of 12 or 24 months (depending on subject) after acceptance.

The authors accepted version will need to be deposited into a repository within three months of acceptance for publication. That means choosing a journal that complies, and also implementing it, by uploading the article onto the IR or other repository within three

months.

http://www.hefce.ac.uk/media/hefce/content/pubs/2014/201407/HEFCE2014_07.pdf

REF 2020 OPEN ACCESS

Broadly: funders require researchers to plan the management

of their data, and to make it accessible.

Encouraging making it Open, though mostly not yet

mandated.

RESEARCH DATA

RESEARCH DATA

Existing

Repository

External

service

Separate data

repository

Subject data

Repository

Local

storage

Specialist

Archival

system

Cloud

Storage

Data

Registry

THE ISSUES

THE ISSUES

• Policy (with others); develop procedures; create websites and support

materials; engage with academics; report to managers; look in to changes

in to the IR; support; check and add metadata; search for publications we

don’t know about

• Staffing has (mostly) not adapted to these new requirements, let along

those in the pipeline (REF) – staff still doing the same jobs before this

supporting researchers.

• Software hasn’t adapted. UK specific issues; software is global. Don’t

want to re-invent the wheel, especially with risk of getting it wrong.

• Doesn’t fit naturally in to University structure. Requires all Schools and

researchers to comply

31 potential extra fields to Eprintshttps://docs.google.com/spreadsheets/d/1dg_3bN9CNzLf5OQUefonddBpsYJzdXFfO1Q9W8oi3F8/edit#gid=816106069

CHAPTER FIVE : HELP ON THE

HORIZON

JISC MONITOR

Jisc Monitor is a 12-month project exploring whether a user-centred, shared

national service could potentially help institutions to manage their OA activity

effectively. It complements UK projects such as Open Mirror, and others by

HEFCE and the research councils, attempting to scope and understand the

issues around OA reporting and work up some practical solutions.

http://www.jisc.ac.uk/blog/monitoring-and-shaping-the-transition-to-open-

access-05-nov-2014

JISC MONITOR

IRUS

RepositoryE2e

fields

RIOXX

Funders

JISC Monitor

IRUS

Discovery

• Institutional Repositories need to adapt

to new requirements and demands. They

haven’t yet.

• However, those with alternative systems

such as a CRIS, may not find this to be

true.

• Universities have not yet put in place the

procedures and resources to support

these new requirements. Some have not

even started to plan for this.

• Many Universities considering how to

support open data, and/or a data registry

• New services may help with these new

requirements

• Mandates, as well as pushing the IR in

new directions, may help it to go back to

its OA roots

Summary

(with thanks to ukcorr for useful

comments)

@chriskeene

c.j.keene@sussex.ac.uk

QUESTION TIME